Zen computing: simplify with gmail. part 4 of 20

Tip 4: Quit using folders to stay organized. Use labels instead.

If you've followed along in the first couple of gmail tips, you now have a new, centralized Inbox that you can access from just about anywhere. (And in a future tip, I'll show you how to access that gmail Inbox from just about any mobile device as well.

Here's how you're going to keep all that email organized: you're going to use labels.

You can manage gmail's labels by accessing the Labels tab in the Settings or, even easier, by clicking on the Labels button at the top of the Inbox and choosing 'Manage labels.'


Now, when an email comes in that needs to be filed for possible retrieval at a later date, use the Labels button to tag the email. Now, whenever you need to browse through your 'folder' of related emails, just click the desired label link on gmail's left-hand side.

(If you want to shortcut the application of labels even further, enable gmail's keyboard shortcuts by going to the General tab of gmail's Settings. Then, hit 'L' from any email and apply the label.)

And after you apply a label? Archive the email. Another of gmail's simplest, yet most powerful features is the ability to Archive that I discuss again in a future post or two. Gmail's golden rule: When in doubt, Archive.

And leave folders behind. They're soooo 2005.